Request for Proposal – Video Production & Event Coverage – RFP\JOR\2024\504 At World University Service of Canada

2.1 In order to be awarded the contract, bidders should possess the financial, economic, technical and professional capacity to perform the contract. Bidders should fulfill their tax and social insurance liabilities in the country and should not currently be subject to a debarment penalty.

2.2 Bidders must adhere to the highest ethical standards, both throughout the bidding process and execution of the contract.

2.3 WUSC has a zero tolerance for unethical behavior/corrupt practices including:

o Bribery: the act of unduly offering, giving, receiving or soliciting anything of value to influence the procurement process;

o Extortion or coercion: the act of attempting to influence the process of procuring goods or services, or executing contracts by means of threats of injury to person, property or reputation;

o Fraud: misrepresentation of information or facts for the purpose of influencing the procurement process;

o Collusion: an agreement between bidders designed to result in bids at artificial prices that are not competitive;

o Guilt of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the contract procedure or failing to supply this information;

o Anti-terrorism: support of any terrorist or terrorist group as defined by donors;

o Other civil, criminal acts or otherwise illegal activity which would be detrimental to the financial interests of WUSC

2.4 WUSC may declare the consultancy firms, their boards of directors and/or individual personnel ineligible to register with the organization either indefinitely or for a stated period of time.

2.5 WUSC will reject a proposal if it establishes that the bidder recommended for award has engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract.

2.6 Freelance consultants are eligible for this RFP.

3. Language of the Proposal

The Proposal as well as all correspondence and documents related to the proposal shall be written in English Language.

4. Documents included in the Proposal

The proposal will be prepared, submitted and evaluated in two parts as follows:

4.1 Technical Proposal Format and Content

The Technical Proposal shall comprise the documents listed**.** The Technical Proposal shall not include any financial information. A Technical Proposal containing material financial information shall be declared non-responsive.

Section 1 (In case of an open tender where the suppliers are not known to WUSC; the following documents should be requested) for eligibility and compliance check/evaluation

o Covering letter on firms headed paper giving complete details including email addresses, telephone contacts, office location where applicable; not required for freelance bidders.

o Copy of Certificate of incorporation/registration (Commercial registration) where applicable; not required for freelance bidders.

o Valid Tax compliance certificate (where applicable)

o Copy of Current Trading License (Vocational license) where applicable; not required for freelance bidders.

Failure to submit the documents requested in section 1 will lead to rejection of the proposal.

4.2 Financial Proposal Format and Content

The Financial Proposal shall be prepared in the format below and it shall list all costs associated with the assignment, including (a) remuneration for Key Experts and Non-Key Experts, (b) reimbursable expenses as follows:

o Summary of Costs

o Breakdown of Remuneration of the key experts proposed

o Reimbursable expenses if any

4.2.1 The prices given in the financial proposal must include all taxes and duties in accordance with the laws of the country.

4.2.2 The price offered must remain fixed during the contract performance.

4.2.3 The bid price must be in the requested Currency, which is Jordanian Dinar (JOD).

5. Clarification and Amendment

WUSC will, within 5 working days, respond in writing or electronic mail to any request clarification received in writing or electronic mail no later than 7 days before expiry of the deadline for submission of the bid. The response will be distributed to all bidders without identifying the source of the request. All enquiries should be written to WUSC through (procurement.jo@wusc.ca).

6. Modification and Withdrawal

6.1 The bidder may submit a modified bid or a modification to any part of it at any time prior to the proposal submission deadline. The bidder’s withdrawal notice must be marked as “Modification”. No modifications to the bid shall be accepted after the deadline.

6.2 The bidder may submit a bid withdrawal notice to any part of it at any time prior to the proposal submission deadline. The bidder’s withdrawal notice must be marked as “Withdrawal”. No withdrawals to the bid shall be accepted after the deadline.

7. Payment and Currency

7.1 Payment under the Contract shall be made in the currency or currencies in the bid which is (JOD)

7.2 Payment will be made within 30 days upon submission of invoice and satisfactory receipt of goods.

8. Format, signing and submission of Proposals

8.1 An authorized representative of the bidder shall sign the original submission letters in the required format as one original.

8.2 The original Technical Proposal shall be clearly marked “TECHNICAL PROPOSAL” Title of the attachment.

8.3 The original Financial Proposal shall be clearly marked “FINANCIAL PROPOSAL” Title of the attachment. (Note : Technical and financial proposals must be submitted in one email with separate attachments).

9. Deadline for Submission of Bids

The proposal must be submitted through the email with the subject of “Production of 1 Short video, and One event photo and video coverage– RFP reference number” and must be received by WUSC by 23 May 2024 16:00. Bids received after this date will be rejected.

Proposals submitted must be valid for 90 days from the bid submission date.

10. Bid Opening

10.1 WUSC evaluation committee shall conduct the opening of the proposals immediately after the bid submission time.The opening date will be 26 May 2024.

10.2 At the opening of the proposals, only the Technical proposal shall be opened while Financial Proposal shall remain at the procurement department and shall be securely stored. bids the following shall be read out: (i) the name and the country of the bidder (ii) any modifications to the bid submitted prior to proposal submission deadline; (iii) any other information deemed appropriate. This information will be filled in the bid opening form.

11. Evaluation of Technical Proposals

11.1 The evaluators of the Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded.

11.2 The tender committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference and the RFP, applying the evaluation criteria, sub-criteria, and point system specified below. Each responsive Proposal will be given a technical score.

A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP or if it fails to achieve the minimum technical score.

During evaluation of bids, WUSC may request the bidder, in writing using mailing address or email address, to provide clarification of his bid. No change in price or substance of the bid shall be sought, offered or permitted.

Proposal Evaluation Criteria

Criteria, sub-criteria, and point system for the evaluation of the Technical Proposals:

Points

(i) Technical (which includes; Relevance of education and experience, Experience in conducting similar studies and researches, collecting data and producing quality baseline study reports, for international non-profit organizations or multilateral agencies, Experience in management of large amounts of qualitative and quantitative data from a variety of sources(70 points)

(ii) Financial Proposal (30 points)

Total points for the four criteria***:*** 100

The minimum technical score (St) required to pass is: 65

The minimum Overall score 70

12. Evaluation of Financial Proposals

12.1 The Financial Proposals of the bidders who attain the minimum technical scores are opened and the summary of cost prices read out and recorded in the bid opening form by the tender committee. All other Financial Proposals are returned unopened after the Contract negotiations are successfully concluded and the Contract is signed.

12.2 Arithmetical errors will be rectified in the following manner. If there is a discrepancy between the unit price and the total price, obtained by multiplying the unit price by quantity, the unit price will prevail. If there is a discrepancy between the words and figures, the amount in words shall prevail. If the bidder disagrees with such his bid will be rejected.

Proposal Evaluation Criteria

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals is calculated as follows:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

[or replace with another inversely proportional formula acceptable to the WUSC]

The weights given to the Technical (T) and Financial (P) Proposals are:

T = [70], and

P = _______[30]

Proposals are ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) as following: S = St x T% + Sf x P%.

13. Confidentiality

13.1 No bidder will contact WUSC on any matter related to his bid except for requests related to clarifications of the bid. Information concerning procurement process and evaluation of bids is confidential. Any clarification related to the selection process shall be done only in writing.

13.2 Any attempt by the bidder to influence improperly WUSC officials in the evaluation of the bid or Contract award decisions may result in the rejection of its bid, and may be subject to the application of prevailing WUSC’s debarment procedures.

14. Notification of Award

14.1 The Consultant with the Most Advantageous Proposal, which is the Proposal that achieves the highest combined technical and financial scores, will be notified of award of contract by WUSC in writing.

14.2 At the same time WUSC notifies the successful bidder, WUSC will notify all other unsuccessful bidders and provide a debrief where one is sought in writing within 5 days.

14.3 The notice of acceptance will be given by the successful bidder within 7 days of the notification of award.

15. Award of Contract

15.1 WUSC will award the contract to the bidder whose bid is determined to be substantially responsive and who offered the best evaluated bid.

15.2 WUSC reserves the right to accept or reject any bid or all bids and to cancel the bidding process at any time prior to award of the contract without thereby incurring any liability to bidders without being required to inform the bidders of reasons for such actions.

16. Signing of Contract and Performance Security

16.1 WUSC will send the successful bidder the Contract. The bidder will sign and date the contract and return to WUSC within 14 days of receipt of the notice of award.

16.2 Together with the signed Contract, the bidder will furnish WUSC with a Performance Security, if required to do so.

16.3 If the successful bidder fails to submit the performance security, if required to do so, within 14 days, then it shall be sufficient grounds to revoke the award of the contract. In this case, WUSC will award the contract to the next bidder.

16.4 A performance security may be required in cases where the supplier is given an advance payment. Performance Security must be in the form of a Bank Guarantee or a bond from an Insurance Company licensed by the Bank.

17. Settlement of Disputes

Disputes that may arise during the performance of the Contract shall be settled in accordance with the laws of the country, by arbitration or mutual agreement between the parties.

18. Compliances

Bidders must submit valid certificates of compliances from the relevant bodies as requested.

Annex 1:Terms of Reference (TOR)

Burden of Childcare Reduced and Addressed for Women in Jordan (BUCRA)

Production of 1 Short video, and One event photo and video coverage

Terms of Reference

PR\JOR\2024\

Background:

BUCRA (Burden of Childcare Reduced and Addressed for Women in Jordan) is a five-year collaborative initiative (2024-2029) funded by Global Affairs Canada (GAC) aimed at enhancing economic justice for women in Jordan. Expanding on the WE LEAD project’s achievements, BUCRA aims to take a holistic approach to addressing the basic childcare issues that prevent women from entering and remaining in the workforce. By engaging key local stakeholders from government, educational institutions, the business sector, and community groups, BUCRA aims to foster gender-transformative change in Jordan, reducing the burden of childcare for women, increasing their participation in the workforce, improving access to quality child-care services for Jordanian families, and enhancing economic empowerment and justice for women. Implemented in partnership with the National Council for Family Affairs, SADAQA, and the Vocational Training Corporation, BUCRA will work towards sustainable systemic changes in childcare policies and practices in Jordan.

2. Objective:

As the new project BUCRA is launching, the communication objective is to give a brief introduction about the project and some legal information regarding the policies of day care sector. This task includes:

Producing One short video along with 2 Reels.
Provide professional photo coverage for the launch event (2 hr event)
Producing a 30-60 sec short reel summing up the launch event

3. Scope of Work

The media production company or freelancer will be responsible for producing one video along with 2 reels as follows :

This video highlights the launch of BUCRA project and by interviewing some key stakeholders
The video will be 3-4 minutes long and will be filmed in Amman
Come up with creative concepts for the scenario for the video in cooperation with WUSC
The main filming of the video will be with partners, stakeholders.
Allow for at least 3 rounds of edits for the first submitted draft
Translation for the video and provide subtitles in English
High-quality resolution for the video graphics and or motion graphics.
Provide the raw footage for WUSC.
Provide 2 shorts for social media (30-60 seconds) from the original video

Professional Photo and video coverage for the (2 hour) BUCRA launch event

(Professional photos and one short video for this event)

The selected photography service provider will be responsible for the following:

Attend the event at the designated location, date, and time will be determined and arrive at least 30 min earlier.
Capture candid and posed photographs of key moments, group photos, participants, and important details.
Ensure the quality and artistic integrity of the photographs and video, including composition, lighting, and editing.
Provide a diverse range of images that reflect the essence and atmosphere of the event.
Deliver the final edited images in high-resolution digital format within the agreed-upon timeframe.
Allow for at least 1 round of edits for the first submitted short video draft
Deliver A minimum of 50 high-resolution edited images capturing the event.
The photography service provider may be required to provide a selection of images for immediate social media sharing during the event.
The photography service provider must have their own professional-grade equipment, including cameras, lenses, and lighting gear.
The photography service provider must assign experienced and skilled photographers to cover the event.

Short social media Reels are according to the following :

Video Length: 30-60 seconds,.
Aspect Ratio: vertical (9:16) aspect ratios.
Resolution and Quality: maintain high resolution and quality to ensure a professional appearance. up to 1080p (1920×1080 pixels).
File size & Format: Common video formats supported by most platforms include MP4, MOV.
Frame Rate: frame rate of 30 (fps).
Fast Start Streaming: Enable the “Fast Start” or “Fast Start Streaming” option during video encoding.
Optimized Encoding Settings: using the H.264 codec for video compression. AAC audio compression
Mobile-Friendly Considerations: smaller file sizes, legible text, and graphics.
Add branding to the video

The table below summarizes key dates for the bidders:

Table 1: Important Dates

RFP Key Activities

Date

Announcement date

09 May 2024

Pre-bid clarification (Q&A) and provide samples for previous work

16 May 2024

Deadline for submission

23 May 2024

Sign the agreement

30 May 2024

Filming (Amman)

02-30 June 2024

Submit the first draft of the requested videos

07 July 2024

Submit the final videos

11 July 2024

Launch event coverage

Mid-July 2024

Deliver high-quality edited photographs

One week after the event date

Submit draft and final (launch event coverage video) ( 30 sec )

One week after the event date

Qualifications requirement:

Video production specialist with a proven work record in Jordan
Professional photography experience
Portfolio and past experience in event photography and videography .
Familiar with the Jordanian development context
Previous experience with INGOs/NGOs is desired
Familiar with filming and video production with beneficiaries and stakeholders.
Innovative and creative
Gender aware

Proposal Submission Deadline:

Proposals should be submitted via email, « procurement.jo@wusc.ca»

with the subject line of: (Production of 1 Short video, and One event photo and video coverage), no later than 23 May 2024- 16:00 hrs Amman Local time.

Price and payment
Quoted price would be open to negotiations, WUSC reserves the right to choose certain items from the itemized budget submitted.
Prices are inclusive of all taxes and fees
40% payment will be made upon signing after receiving the appropriate invoice
30% payment will be made halfway through the period.
30% payment will be made after submitting the final draft.
Legal responsibility
All produced materials under this TOR are the property of WUSC-BUCRA and cannot be distributed or to be used by any agencies.

In case of any inquiries, please contact WUSC Jordan Country Office Email: procurement.jo@wusc.ca with the subject line of: *‘«PR\JOR\2024\504»*.

Annex 2: Declaration of No Conflict of Interest

I, —————————————————, declare to WUSC that:

I have no, any obligation to persons with whom WUSC deals with as a contributor, supplier of goods and services or as a recipient of services or funds from WUSC
I have no, any personal interest in a transaction or with parties to a transaction involving a material contract or proposed material contract with WUSC.; and/or
I have no any material interest in a company or person to be regarded as interested in any contact made with that company or person.

In the event of a conflict or the risk of perceived conflict, I will immediately inform WUSC

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Signature Date

How to apply

The closing date for receipt of proposals will be «23 May 2024» at «16:00 Amman Local time» –

Proposals must be delivered to WUSC by email:

« procurement.jo@wusc.ca»